There are two scenarios that you may want to create a gift card without processing a sales transaction:
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You want to donate services, classes, or an amount to an organization from your Vagaro business.
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You want to transfer the value of gift cards or cards that were created in another system to use in your Vagaro system.
In both cases, these gift cards are created in the Gift Cards report without sales transactions.
Prerequisites: This feature is available for all Vagaro businesses.
To add a gift card for donation or transfer one from another system:
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Go to → → → .
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In the top-right corner of the screen, select the Action
menu, then select New Gift Cards.
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Provide the following information (all fields marked with an asterisk [*] are required):
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Gift Card Number*: Enter a unique, alphanumeric ID number for the gift card, or select Auto Generate for Vagaro to create a number for you. If you have a bar code scanner and physical gift cards, you can scan the card's barcode.
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Service/Class/Add-On: Optionally, select a service, class, or add-on that the gift card must be used for, as well as the No. of Visit(s) (number of visits). If your business allows, the customer can convert those services to a monetary amount.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Sender's Name: Optionally, select the customer who is sending the gift card.
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Recipient's Name: Select the recipient of the gift card. Select New if you need to create a customer profile for them.
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Send On: Select the date that the recipient will receive the gift card via email.
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Message: Enter a message about the gift card to the recipient from the sender, such as birthday or holiday wishes.
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Template Type: Select a template category and image for the gift card.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next to save the gift card, as well as print and send it to the recipient, if the options were selected.
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If you were transferring the gift card from another system, delete the old gift card
To add a gift card for donation or transfer one from another system:
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Go to → → .
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At the top-left corner of the list, select New Gift Card.
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In the Add Gift Card popup, provide the following information (all fields marked with an asterisk [*] are required):
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Gift Card Number*: Enter a unique, alphanumeric ID number for the gift card, or select Auto Generate for Vagaro to create a number for you. If you have a bar code scanner and physical gift cards, you can scan the card's barcode.
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Service/Class/Add-On: Optionally, select a service, class, or add-on that the gift card must be used for, as well as the No. of Visit(s) (number of visits). If your business allows, the customer can convert those services to a monetary amount.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Sender's Name: Optionally, select the customer who is sending the gift card.
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Recipient's Name: Select the recipient of the gift card. Select New if you need to create a customer profile for them.
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Send On: Select the date that the recipient will receive the gift card via email.
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Message: Enter a message about the gift card to the recipient from the sender, such as birthday or holiday wishes.
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Template Type: Select a template category and image for the gift card.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next.
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In the Preview, select Add Gift Card to save the gift card, as well as print and send it to the recipient, if the options were selected.
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If you were transferring the gift card from another system, delete the old gift card
Comments
12 comments
When a gift certificate that was given for free is redeemed, does it show up as profit in reports?
I have the same question. When we are not receiving any money from the gift receipt, I am currently having to manually subtract the amount of the gift certificate from my monthly reports. There needs to be a way to indicate that we are not being paid for this and that it is a donation.
Is there an answer somewhere???
Has this ever been address?
great question. I also noticed when you void a transaction, it still shows a gross income. Not good for monthly reconciliation ease.
i normally just cash the client off as 100% discount and write voucher in cash off notes in this case rather then use gift certificates, this way it doesn't affect my profit reporting
(vagaro advised me to do it this way in a help chat )
hello, can i import previous gift certificates? I have them all in excel, thanks
Amy,
Yes, we do allow for the import of old gift certificates. You will need to provide us an Excel spreadsheet to support@vagaro.com. We require some basic information: First / Last name or sender and recipient, gift certificate ID, amount on the gift certificate. Some optional information that would help with your tracking of import would be: expiration dates and the initial balance.
We have several local businesses and charities who purchase gift certificates for charity events to auction for fundraising. In this scenario, we don't have the recipient name until they contact us to use the gift certificate. Is it possible to transfer gift certificate money between clients? Let's say that "Sally" buys a gift certificate for United Cancer Services fundraiser. We have simply been assigning the gc to Sally but then when someone else calls and books the appointment and wants to use the gift certificate.....it is under "Sally" instead of them. Anyone else have this issue? Options for handling it? Thanks!
What if you don't have the recipient's information?
How can I sell or donate a gift certificate without the recipients email address? The system does not let me put it in wihtout one. For example, if I donate a 6 pack of classes to a charity auction, even the person getting these gift certificate from me doesn't know the recipient's email. Also a lot of people do not know or want to provide the recipients email address.
Hello Kris, Ashley, and JD,
In situations where you do not know the contact information of the recipient or if the Gift Certificate is being donated, we recommend creating a Customer Profile called "Gift Certificate" and assigning the Gift Certificate to that profile. As long as the person who is going to be redeeming it has the Gift Certificate number, you will be able to redeem it on any profile. You can do this by searching the number after clicking the Add button next to the Gift Certificate payment option on the Checkout screen.
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